Executive Assistant/Special Projects Coordinator

TORKLAW is a dynamic, industry-leading organization dedicated to innovation and excellence. As we continue to expand and evolve, we are seeking an exceptionally capable Executive Assistant to support our CEO. If you're a highly motivated, organized, and proactive individual with a knack for problem-solving, we want to hear from you!

The Executive Assistant will serve as an essential partner to the CEO, handling a wide range of administrative and executive support-related tasks. The ideal candidate is diligent, honest, and responsive, with the ability to work independently in a fast-paced environment. You will be trusted with confidential information and high-level responsibilities, requiring the utmost discretion and integrity.

Key Responsibilities

• Manage and maintain the CEO's calendar, including scheduling meetings, conferences, and travel arrangements
• Screen phone calls, emails, and other correspondence, responding or directing as appropriate
• Prepare and edit documents, presentations, and reports
• Organize and prioritize incoming information and requests
• Facilitate internal communication, acting as a liaison between the CEO and other departments
• Handle personal tasks and errands for the CEO as needed
• Problem-solve and manage projects, exhibiting an ability to think on your feet and take initiative

Qualifications

• Bachelor's degree or equivalent experience
• A minimum of 3-5 years of experience as an Executive Assistant or similar role
• Exceptional verbal and written communication skills
• Strong organizational and time-management abilities
• Proficiency in Microsoft Office Suite and other office management tools
• Discretion and confidentiality, able to handle sensitive information with integrity
• Demonstrated ability to be proactive and take the initiative
• Ability to work in a fast-paced environment and adapt to rapid change

Requirements

If you're the kind of person who thrives in a challenging, fast-paced setting, and you have a proven track record of excellence as an executive assistant, we'd love to hear from you!

• Managing complex schedule - professional and personal calendars
• Managing internal and external meetings and events, including bookings, event-planning, catering, guest-lists, invitations, and execution
• Coordinating all aspects of the Executives and other executive team’s travel arrangements, including ground and air travel, travel documents, last-minute trip changes, and expenses
• Communicating directly and on behalf of the Executive, attorneys, staff, and others.
• Prioritizing conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion
• Answering telephone, screening and logging calls, taking messages
• Compiling various reports such as expenses, data-analysis, performance evaluation, and meeting notes.
• Drafting acknowledgment letters and correspondences on behalf of the Executive
• Managing executive’s time to ensure schedule stays on track
• Organizing logistical arrangements for all meetings and engagements
• Managing all incoming invitations, including coordinating a tracking system for invitations, ensuring timely response and confirming meetings
• Assessing and circulating the Executive's daily schedule and keeping staff informed of engagements when necessary
• Providing remote support to the Executive while on travel

** IMPORTANT: TO APPLY **

You will be evaluated and vetted based on your ability to follow instructions.

Do not apply through this posting, or the contact information on our website.

TO APPLY: Call us at 949.424.2335 and follow the instructions given.

Required Skills/Qualifications:

• 5+ year experience as an Executive assistant supporting senior executive
• College degree preferred
• Digital Proficiency in all Operating Systems, Browsers, MS Word, Excel and PowerPoint, Outlook, etc.
• Strong oral and written communications skills
• Able to handle sensitive information with discretion
• Excellent problem-solving and organizational skills
• Must have a professional demeanor and respect confidentiality and security protocols
• Polished presentation skills with the ability to confidently react to situations in a timely and professional manner
• Ability to exercise good judgment, focusing on prioritizing the Executive's schedule

Benefits

About TorkLaw

TorkLaw is an incredibly fast-moving, innovative law firm that is all about d